Job summary An opportunity has arisen for a highly organised, focused individual to join our friendly administrative team at Birmingham Heartlands Surgery We are looking for an experienced Medical Secretary andAdministration safeguarding lead. You will work as part of the secretarial team in our busy GP Practices to provide a comprehensive medical and non-medical secretarial and administration support to the doctors, Practice Manager and primary care team at ACE Medical Partnership practices. Applicants should be an approachable team player, capable of working on own initiative with sound IT skills, ability to cope with a busy office and multi-tasking The successful candidate will have significant proven secretarial experience with excellent organisation and communication skills. You will provide an efficient and professional secretarial service ensuring business processes are effectively and resourcefully managed to support the delivery of a quality care service. This varied role, will involve patient contact and working with all team members, taking minutes, arranging meetings, preparing meeting notes, collation and input of data, transcription of dictation from audio correspondence relating to all medical matters whilst maintaining confidentiality. Main duties of the job Referrals and Reporting: Managing referrals to external agencies, such as social services or safeguarding teams, when abuse or neglect is suspected or identified. You will be responsible for ensuring accurate and timely reporting of safeguarding concerns to relevant authorities. Providing training and raising awareness among staff about safeguarding issues, signs of abuse or neglect, and how to respond appropriately Record Keeping: Maintaining accurate and confidential records of safeguarding concerns, assessments, and actions taken, in compliance with data protection regulations Monitoring and Review: Monitoring safeguarding practices within the GP surgery, reviewing policies and procedures regularly to ensure they remain up-to-date and effective Overall, the Administration Safeguarding Lead plays a vital role in promoting a culture of safeguarding within the GP surgery and ensuring that the welfare of vulnerable patients is prioritised and protected Wordprocess and/or audio-type all correspondence including hospital referrals, private referrals and all other referrals to third parties/agencies and general office correspondence using WORD and EMIS clinical system. Checking Task list for new referrals and those awaiting results or reports. Checking workflow and processing incoming letters. Work to tight timelines with two week wait and urgent referrals. Use of NHS E-referral service, referral selection service and advice partners of current referral trends and criteria. About us ACE Medical Partnership At ACE Medical Partnership, we are committed to providing the highest possible standard of healthcare for our patients. Our team of dedicated doctors and health professionals strive for excellence in medical practice through continuous audit of patient care, peer assessments, and ongoing professional learning and development. We operate collaboratively across multiple locations, including our main surgery at Pound Road, as well as our branch surgeries at Maypole Health Centre "Dr Aneja" and Birmingham Heartlands Surgery. At ACE Medical Partnership, we believe that our greatest asset is our team. That's why we are committed to providing unparalleled opportunities for professional growth and development. When you join our surgery, you become part of a supportive and forward-thinking environment that values continuous learning and improvement. Why Work with Us? Comprehensive Training Programs: We offer extensive initial training to ensure you feel confident and capable in your new role. Our structured programs cover everything from clinical procedures to patient interaction, tailored to suit your specific needs and experience level. Career Advancement Opportunities : We are committed to your long-term career growth. Our surgery offers clear pathways for advancement, whether you aspire to specialize in a particular area, take on leadership roles, or enhance your skills through further education Date posted 30 January 2025 Pay scheme Other Salary Depending on experience Negotiable depending on experience Contract Permanent Working pattern Part-time, Flexible working Reference number A3502-25-0000 Job locations Heartlands Surgery Gray Street Birmingham B9 4LS Druids Health Surgery 27 Pound Road Birmingham B14 5SB Maypole Health Centre 10 Sladepool Farm Road Birmingham B14 5DJ Job description Job responsibilities JOB DESCRIPTION JOB TITLE: Medical Secretary and Admin Safeguarding Lead REPORTS TO: PRACTICE MANAGER Job summary: To provide a medical secretarial service to the Practice primarily to process patient referrals and medical reports generated by the doctors, health professionals, to deal with all related enquiries and queries. The medical secretary also provides some secretarial support to the Practice Business Manager The Administration Safeguarding Lead at a GP surgery plays a crucial role in ensuring the safety and welfare of vulnerable patients, particularly children and adults at risk. To provide a medical secretarial service to the Practice primarily to process patient referrals and medical reports generated by the doctors, health professionals, to deal with all related enquiries and queries. The medical secretary also provides some secretarial support to the Practice Business Manager Job responsibilities: To provide an efficient audio, copy typing and word processing service for GPs and health professionals as required. This includes the typing of letters, reports, patient referrals, minutes, memorandums, etc. in an accurate and quality manner. To assist the practice manager with all clerical and administrative duties. To make appointments, bookings and admissions as required. To liaise and arrange meetings (to include the booking of rooms) as required and to attend meetings and take minutes. To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure. To retrieve medical records and assist the completion of medical/insurance records. File patient records and correspondence in patient medical records. To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries. To maintain the computer clinic system in an accurate and secure manner. To assist with the gathering of statistics and information when required. To provide cover for members of the secretarial team during periods of sickness and annual leave. In liaison with the clerk responsible, maintain adequate supplies of office stationery in order to perform secretarial duties. To receive and dispatch mail and maintain a pending system. Work to tight timelines with two week wait and urgent referrals. Use of NHS E-referral service, referral selection service and advice partners of current referral trends and criteria. Use of DOCMAN and EMIS tasks to process clinical information and organise care in a confidential and timely manner. Expediting hospital appointments and chasing results. Ensure that all members of staff including the partners are aware of any changes to services within primary and secondary care and all private and public sector agencies that the surgery uses. Carry out tasks and data input to assist the practice in data collection and audits that may be required from time to time. Arrange Palliative Care meetings and record care plans on computer. Organise any other meetings that may be deemed necessary and prepare agenda and record minutes. Communication with patients to update information as required and updating surgery website. Deal with patients face to face to organise their care. Record all activity in connection with the patient care on the clinical computer system using read codes where appropriate. Liaise with all third party agencies to arrange the patient care as instructed by the GPs. Inform partners and staff of any changes to services and procedures carried out to maintain patient care. Keep records of non-NHS work including invoices, medical reports, copies in accordance with the Data Protection Act. Arrange access to patient records in accordance with the practice policies and procedures with particular attention to the Data Protection Act. Filing Attend practice meetings when required. Admin Safeguarding Lead responsibilities: Policy Development: Developing and implementing policies and procedures related to safeguarding vulnerable patients, in accordance with local and national guidelines. Training and Awareness: Providing training and raising awareness among staff about safeguarding issues signs of abuse or neglect, and how to respond appropriately. Risk Assessment: Conducting risk assessments for vulnerable patients and ensuring appropriate measures are in place to mitigate risks to their safety. Referrals and Reporting: Managing referrals to external agencies, such as social services or safeguarding teams, when abuse or neglect is suspected or identified. They may also be responsible for ensuring accurate and timely reporting of safeguarding concerns to relevant authorities. Support and Liaison: Providing support to patients who may be experiencing abuse or neglect, and liaising with other healthcare professionals, social workers, and support agencies to coordinate care and support. Record Keeping: Maintaining accurate and confidential records of safeguarding concerns, assessments, and actions taken, in compliance with data protection regulations. Monitoring and Review: Monitoring safeguarding practices within the GP surgery, reviewing policies and procedures regularly to ensure they remain up-to-date and effective. Overall, the Administration Safeguarding Lead plays a vital role in promoting a culture of safeguarding within the GP surgery and ensuring that the welfare of vulnerable patients is prioritized and protected. This list is not exhaustive but gives an indication of the types of tasks that may be allocated to you as appropriate to your role. Confidentiality: In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data Health & safety: The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice Health & Safety policy, the practice Health & Safety manual, and the practice Infection Control policy and published procedures. This will include: Using personal security systems within the workplace according to practice guidelines Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks Making effective use of training to update knowledge and skills Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards Actively reporting of health and safety hazards and infection hazards immediately when recognised Keeping own work areas and general / patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role Undertaking periodic infection control training (minimum annually) Reporting potential risks identified Demonstrate due regard for safeguarding and promoting the welfare of children. Equality and diversity: The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include: Acting in a way that recognizes the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues Behaving in a manner that is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights. Personal/Professional development: The post-holder will participate in any training programme implemented by the practice as part of this employment, such training to include: Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work Quality: The post-holder will strive to maintain quality within the practice, and will: Alert other team members to issues of quality and risk Assess own performance and take accountability for own actions, either directly or under supervision Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance Work effectively with individuals in other agencies to meet patients needs Effectively manage own time, workload and resources Job description Job responsibilities JOB DESCRIPTION JOB TITLE: Medical Secretary and Admin Safeguarding Lead REPORTS TO: PRACTICE MANAGER Job summary: To provide a medical secretarial service to the Practice primarily to process patient referrals and medical reports generated by the doctors, health professionals, to deal with all related enquiries and queries. The medical secretary also provides some secretarial support to the Practice Business Manager The Administration Safeguarding Lead at a GP surgery plays a crucial role in ensuring the safety and welfare of vulnerable patients, particularly children and adults at risk. To provide a medical secretarial service to the Practice primarily to process patient referrals and medical reports generated by the doctors, health professionals, to deal with all related enquiries and queries. The medical secretary also provides some secretarial support to the Practice Business Manager Job responsibilities: To provide an efficient audio, copy typing and word processing service for GPs and health professionals as required. This includes the typing of letters, reports, patient referrals, minutes, memorandums, etc. in an accurate and quality manner. To assist the practice manager with all clerical and administrative duties. To make appointments, bookings and admissions as required. To liaise and arrange meetings (to include the booking of rooms) as required and to attend meetings and take minutes. To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure. To retrieve medical records and assist the completion of medical/insurance records. File patient records and correspondence in patient medical records. To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries. To maintain the computer clinic system in an accurate and secure manner. To assist with the gathering of statistics and information when required. To provide cover for members of the secretarial team during periods of sickness and annual leave. In liaison with the clerk responsible, maintain adequate supplies of office stationery in order to perform secretarial duties. To receive and dispatch mail and maintain a pending system. Work to tight timelines with two week wait and urgent referrals. Use of NHS E-referral service, referral selection service and advice partners of current referral trends and criteria. Use of DOCMAN and EMIS tasks to process clinical information and organise care in a confidential and timely manner. Expediting hospital appointments and chasing results. Ensure that all members of staff including the partners are aware of any changes to services within primary and secondary care and all private and public sector agencies that the surgery uses. Carry out tasks and data input to assist the practice in data collection and audits that may be required from time to time. Arrange Palliative Care meetings and record care plans on computer. Organise any other meetings that may be deemed necessary and prepare agenda and record minutes. Communication with patients to update information as required and updating surgery website. Deal with patients face to face to organise their care. Record all activity in connection with the patient care on the clinical computer system using read codes where appropriate. Liaise with all third party agencies to arrange the patient care as instructed by the GPs. Inform partners and staff of any changes to services and procedures carried out to maintain patient care. Keep records of non-NHS work including invoices, medical reports, copies in accordance with the Data Protection Act. Arrange access to patient records in accordance with the practice policies and procedures with particular attention to the Data Protection Act. Filing Attend practice meetings when required. Admin Safeguarding Lead responsibilities: Policy Development: Developing and implementing policies and procedures related to safeguarding vulnerable patients, in accordance with local and national guidelines. Training and Awareness: Providing training and raising awareness among staff about safeguarding issues signs of abuse or neglect, and how to respond appropriately. Risk Assessment: Conducting risk assessments for vulnerable patients and ensuring appropriate measures are in place to mitigate risks to their safety. Referrals and Reporting: Managing referrals to external agencies, such as social services or safeguarding teams, when abuse or neglect is suspected or identified. They may also be responsible for ensuring accurate and timely reporting of safeguarding concerns to relevant authorities. Support and Liaison: Providing support to patients who may be experiencing abuse or neglect, and liaising with other healthcare professionals, social workers, and support agencies to coordinate care and support. Record Keeping: Maintaining accurate and confidential records of safeguarding concerns, assessments, and actions taken, in compliance with data protection regulations. Monitoring and Review: Monitoring safeguarding practices within the GP surgery, reviewing policies and procedures regularly to ensure they remain up-to-date and effective. Overall, the Administration Safeguarding Lead plays a vital role in promoting a culture of safeguarding within the GP surgery and ensuring that the welfare of vulnerable patients is prioritized and protected. This list is not exhaustive but gives an indication of the types of tasks that may be allocated to you as appropriate to your role. Confidentiality: In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data Health & safety: The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice Health & Safety policy, the practice Health & Safety manual, and the practice Infection Control policy and published procedures. This will include: Using personal security systems within the workplace according to practice guidelines Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks Making effective use of training to update knowledge and skills Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards Actively reporting of health and safety hazards and infection hazards immediately when recognised Keeping own work areas and general / patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role Undertaking periodic infection control training (minimum annually) Reporting potential risks identified Demonstrate due regard for safeguarding and promoting the welfare of children. Equality and diversity: The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include: Acting in a way that recognizes the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues Behaving in a manner that is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights. Personal/Professional development: The post-holder will participate in any training programme implemented by the practice as part of this employment, such training to include: Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work Quality: The post-holder will strive to maintain quality within the practice, and will: Alert other team members to issues of quality and risk Assess own performance and take accountability for own actions, either directly or under supervision Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance Work effectively with individuals in other agencies to meet patients needs Effectively manage own time, workload and resources Person Specification Qualifications Essential GCSE Mathematics GCSE English Good standard of general education Practical experience of working with others Desirable Possess AMSPAR medical secretary diploma Working knowledge of Emisweb and Docman RSA III Word Processing/Information Technology European Computer Driving Licence (ECDL) Admin Safeguarding experience Experience of working in a secretarial role within a General Practice Office environment Practical experience of liaising with other Healthcare Professionals, Primary Care Trusts, Patents, Solicitors and other External Organisations Person Specification Qualifications Essential GCSE Mathematics GCSE English Good standard of general education Practical experience of working with others Desirable Possess AMSPAR medical secretary diploma Working knowledge of Emisweb and Docman RSA III Word Processing/Information Technology European Computer Driving Licence (ECDL) Admin Safeguarding experience Experience of working in a secretarial role within a General Practice Office environment Practical experience of liaising with other Healthcare Professionals, Primary Care Trusts, Patents, Solicitors and other External Organisations Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions. Employer details Employer name ACE Medical Partnership Address Heartlands Surgery Gray Street Birmingham B9 4LS Employer's website http://www.acemedicalpartnership.co.uk/ (Opens in a new tab)